Introduction to Info SourceInfo Source: Sources of Federal Government and Employee Information provides information about the functions, programs, activities and related information holdings of government institutions subject to the Access to Information Act and the Privacy Act. It provides individuals and employees of the government (current and former) with relevant information to access personal information about themselves held by government institutions subject to the Privacy Act and to exercise their rights under this Act.

The Introduction to Info Source: Sources of Federal Government and Employee Information and an index of institutions subject to the Access to Information Act and the Privacy Act are available centrally on the Treasury Board Secretariat website.

The Access to Information Act and the Privacy Act assign overall responsibility to the President of Treasury Board (as the designated Minister) for the government-wide administration of the legislation.

Background
The Royal Canadian Mint (the Mint) was originally established in 1908 as a branch of the Royal Mint of London, England. On December 1, 1931, an Act of Parliament established the Royal Canadian Mint as a branch of the Department of Finance. On April 1, 1969, with the passage of the Royal Canadian Mint Act, the Mint became a Crown Corporation and now reports to Parliament through the Minister of Finance.

Today, the Mint is a commercial enterprise whose business ventures extend throughout the world. The Mint is classified as a Schedule III-II Corporation under the Financial Administration Act, the category reserved for organizations which conduct commercial operations and are self-sufficient. The Mint owns two facilities. The Ottawa facility houses the corporate head office, the gold and silver refineries and production facilities for non-circulation coins and medals. The Winnipeg Plant, which includes a plating facility, produces all of Canada's circulation coins as well as circulation coins for numerous foreign countries. The Mint is an ISO 9001-2008 certified company.

As part of its business development initiative, the Mint set up a wholly owned subsidiary, RCMH-MRCF Inc., which was incorporated under the Canada Business Corporations Act in June 2002.

Responsibilities
The Mint's primary purpose is to produce and arrange for the production and supply of coins of the currency of Canada. It produces numismatic coins, also known as non-circulation coins, and it also competes on the world market for contracts to produce circulation and numismatic coins and other devices such as trade dollars for foreign governments and private firms. The Mint also operates refineries to melt, assay and refine gold, silver and other metals.

The Mint is primarily organized along four main business functions – Production and Supply of Coins; Numismatics, Collectibles and Medals; Bullion and Refinery Services; and Research and Development – which are supported by corporate administrative services listed under Internal Services.

Production and Supply of Coins

The Mint’s core mandate is to operate in anticipation of profit, as well as to provide overall management of the Canadian Circulation Coin Distribution System. As well as producing circulation and non-circulation coins, the Mint also produces numismatic products and coinage for foreign currencies, including ready to strike blanks, and provides consultation services to foreign customers. As mentioned above, the Royal Canadian Mint Act is the legislative authority that provides the Mint’s mandate.

Canadian Circulation Coins

Canadian Circulation Coin DistributionDescription: Includes records related to the issuance of newly produced Canadian circulation coins, the management of the distribution and circulation of coins across Canada to meet trade and commerce requirements, and records relating to the National Coin Committee.Document Types: Coin requirement fulfillment and distribution transactions, meeting minutes, contracts, invoices, armoured carrier audit reports, presentations, and storage/shipment transaction reports.Record Number: RCM 2675

Design EngravingDescription: Information on methods and procedures used in the inscription or ornamentation of prints or designs upon hard surfaces to produce models, master matrices and master punches which are later used in the striking of coins, medals, etc.Document Types: Artwork, photos (e-files, hardcopy).Record Number: RCM 4800

Foreign Circulation and Numismatic Coins

Design EngravingDescription: Information on methods and procedures used in the inscription or ornamentation of prints or designs upon hard surfaces to produce models, master matrices and master punches which are later used in the striking of coins, medals, etc.Document Types: Artwork, photos (e-files, hardcopy).Record Number: RCM 4800

Foreign SalesDescription: Information on the procurement and fulfillment of contracts with foreign countries for the manufacture of their domestic coin, numismatic products and consulting services. Includes information reflecting the awarded contract on quantity of product purchased, description of product, delivery deadlines, timelines, customer number and customer information details. Bid, performance and warranty bonds hold information relating to the financial value of the bond, who it is made payable to, the validity period and reference to the contract number. Letters of credit contain information relating to the contract quantity, detailed document listing for compliance, delivery deadlines, late delivery penalties and financial institution details (name, address, etc.)Document Types: Production orders, contracts, quotes, letters of offer, sales orders, bidding documents, trade finance instruments and shipping documents.Record Number: RCM 3100

Numismatics

The Numismatics Business Line is responsible for domestic and international sales and distribution of numismatic products, collectibles and medals.

Customer Service Centre

E-Commerce and Direct Sales
The E-Commerce and Direct Sales sub-activity manages the sale of Mint products to the public through the Mint’s boutiques, Customer Solutions Centre and Outbound Sales. Individuals can contact the Customer Solutions Centre via telephone, email, or through the Mint’s website to purchase products, or inquire about services and information related to the Mint and its products. The Outbound Sales manages an exclusive service that the Mint offers to the customers. This enables individual customers’ access to a dedicated coin expert to provide advice on building the customers’ coin collection, assist with orders and answer questions.Description: Information holdings related to the purchasing, order processing, shipment and sale of the products obtained through the boutiques, website, the Customer Solution Centre and the Outbound Sales.Document Types: Inventory list, sales records, order history, invoices, correspondence, mailing lists, website information, policies, procedures, planning documents, statistics. Record Number: RCM 4500

• Order Fulfillment Processing
Note: formerly known as “Customer Service Centre Computerized Mail Master”.Description: Information in these files includes the original order, customer name and address, language, product
and quantity ordered, amount and method of payment, payment identification number, address and method employed for shipping.Class of Individuals: This bank may be accessed by any one of the following identifiers: customer name, customer
number, or email address.Purpose: The purpose of this bank is to maintain a list of direct mail customers for the Mint’s numismatic products.Consistent Uses: This information is utilized for name, address, and order status information required in the order
fulfillment process and to answer enquiries from customers concerning their particular order or to resolve a complaint.
It is also used to comprise a list of purchasers of coins for future solicitation through a direct mail campaign.Retention and Disposal Standards: Records are destroyed after two years.RDA Number: 2000/027Related Record Number: RCM 4500TBS Registration: 003365Bank Number: RCM PPU 015

Numismatic Products, Collectibles and Medals

Design EngravingDescription: Information on methods and procedures used in the inscription or ornamentation of prints or designs upon hard surfaces to produce models, master matrices and master punches which are later used in the striking of coins, medals, etc.Document Types: Artwork, photos (e-files, hardcopy).Record Number: RCM 4800

E-Commerce and Direct Sales
The E-Commerce and Direct Sales sub-activity manages the sale of Mint products to the public through the Mint’s boutiques, Customer Solutions Centre and Outbound Sales. Individuals can contact the Customer Solutions Centre via telephone, email, or Internet to purchase products, or inquire about services and information related to the Mint and its products. The Outbound Sales manages an exclusive service that the Mint offers to the customers. This enables individual customers’ access to a dedicated coin expert to provide advice on building the customer’s coin collection, assist with orders and answer questions.Description: Information holdings related to the purchasing, order processing, shipment and sale of the products obtained through the boutiques, website, the Customer Solution Centre and the Outbound Sales.Document Types: Inventory list, sales records, order history, invoices, correspondence, mailing lists, website information, policies, procedures, planning documents, statistics. Record Number: RCM 4500

• Order Fulfillment Processing
Note: formerly known as “Customer Service Centre Computerized Mail Master”.Description: Information in these files includes the original order, customer name and address, language, product
and quantity ordered, amount and method of payment, payment identification number, address and method
employed for shipping.Class of Individuals: This bank may be accessed by any one of the following identifiers: customer name, customer
number, or email address.Purpose: The purpose of this bank is to maintain a list of direct mail customers for the Mint’s numismatic products.Consistent Uses: This information is utilized for name, address, and order status information required in the order
fulfillment process and to answer enquiries from customers concerning their particular order or to resolve a complaint.
It is also used to comprise a list of purchasers of coins for future solicitation through a direct mail campaign.Retention and Disposal Standards: Records are destroyed after two years.RDA Number: 2000/027Related Record Number: RCM 4500TBS Registration: 003365Bank Number: RCM PPU 015

Outbound Sales

E-Commerce and Direct Sales
The E-Commerce and Direct Sales sub-activity manages the sale of Mint products to the public through the Mint’s boutiques, Customer Solutions Centre and Outbound Sales. Individuals can contact the Customer Solutions Centre via telephone, email, or Internet to purchase products, or inquire about services and information related to the Mint and its products. The Outbound Sales manages an exclusive service that the Mint offers to the customers. This enables individual customers’ access to a dedicated coin expert to provide advice on building the customer’s coin collection, assist with orders and answer questions.Description: Information holdings related to the purchasing, order processing, shipment and sale of the products obtained through the boutiques, website, the Customer Solution Centre and the Outbound Sales.Document Types: Inventory list, sales records, order history, invoices, correspondence, mailing lists, website information, policies, procedures, planning documents, statistics. Record Number: RCM 4500

• Order Fulfillment Processing
Note: formerly known as “Customer Service Centre Computerized Mail Master”.Description: Information in these files includes the original order, customer name and address, language, product
and quantity ordered, amount and method of payment, payment identification number, address and method employed
for shipping.Class of Individuals: This bank may be accessed by any one of the following identifiers: customer name, customer
number, or email address.Purpose: The purpose of this bank is to maintain a list of direct mail customers for the Mint’s numismatic products.Consistent Uses: This information is utilized for name, address, and order status information required in the order
fulfillment process and to answer enquiries from customers concerning their particular order or to resolve a complaint.
It is also used to comprise a list of purchasers of coins for future solicitation through a direct mail campaign.Retention and Disposal Standards: Records are destroyed after two years.RDA Number: 2000/027Related Record Number: RCM 4500TBS Registration: 003365Bank Number: RCM PPU 015

Bullion and Refinery Services

The Bullion and Refinery business function produces and markets high purity gold, silver, palladium and platinum bullion coins, wafers and bars for the investment market as well as gold and silver granules for the jewellery industry and industrial applications. The Mint also operates gold and silver refineries that offer Canadian and foreign customers an integrated solution to gold and silver processing while creating a source of lower cost precious metals for its bullion and numismatic businesses.

Bullion and Refinery Services

Assay ServicesDescription: Includes information on the testing of bullion, jewellery, process by-products and co-products and refined bullion to determine the quality of precious metals; analyses of chemicals and metals therein. Document Types: Work instructions, assay reports.Record Number: RCM 2200

Canadian Gold Reserves ProgramDescription: The Canadian Gold Reserves Exchange Traded Receipts (ETRs) are a component of the Bullion and Refinery business function. Canadian Gold Reserves ETRs trade on the Toronto Stock Exchange (TSX) under the ticker symbol MNT in Canadian dollars and MNT.U in US dollars. The purchaser of an ETR owns the actual gold rather than a unit or share in an entity that owns the gold. ETR holders are entitled to redeem their ETRs for cash or, subject to certain restrictions, for physical gold products.Document Types: Agreements, certificates, Information Statements, Redemption Request forms.Record Number: RCM 2450

• Exchange Traded ReceiptsDescription: Information in this bank includes physical gold redemption forms, customer name and mailing address,
customer’s investment broker’s name, address, telephone number, account number and email address, the number of
ETRs held by the customer, number of ETRs surrendered for redemption, type of physical bullion, signature of guarantee.
It also contains personal information pertaining to the armoured transport service employees.Class of Individuals: This bank contains personal information pertaining to individuals who have elected to redeem his
or her ETR for physical gold and to individuals who have voluntarily signed up for the Email Alert service associated with
the ETR, and to employees of armoured transport services. Purpose: The Mint uses the personal information it collects when individuals redeem their ETRs to determine the gold
bullion outturn requirements to satisfy the physical redemption request and to prepare the shipment package for pick-up by
armoured car service. The Mint also uses personal information related to employees of the armoured transport service
in order to provide the bullion to the transportation service for transportation to the ETR Holder. The Mint uses personal
information related to individuals who have signed up for the Email Alert service to provide those email alerts to them. Consistent Uses: There are no consistent uses of the personal information in this PIB. Retention and Disposal Standards: Records are retained for six years after all administrative actions are completed.Related Record Number: RCM 2450RDA Number: 2000/027TBS Registration: Pending approvalBank Number: Pending approval

Canadian Silver Reserves ProgramDescription: The Canadian Silver Reserves Exchange Traded Receipts (ETRs) are a component of the Bullion and Refinery business function. Canadian Silver Reserves ETRs trade on the TSX under the ticker symbol MNS in Canadian dollars and MNS.U in US dollars. The purchaser of an ETR owns the actual silver rather than a unit or share in an entity that owns the silver. ETR holders are entitled to redeem their ETRs for cash or, subject to certain restrictions, for physical silver products.Document Types: Agreements, certificates, Information Statements, Redemption Request forms.
Record Number: RCM 2480

• Exchange Traded ReceiptsDescription: Information in this bank includes physical silver redemption forms, customer name and mailing address,
customer’s investment broker’s name, address, telephone number, account number and email address, the number
of ETRs held by the customer, number of ETRs surrendered for redemption, type of physical bullion, signature of
guarantee. It also contains personal information pertaining to the armoured transport service employees.Class of Individuals: This bank contains personal information pertaining to individuals who have elected to redeem
his or her ETR for physical silver and to individuals who have voluntarily signed up for the Email Alert service associated
with the ETR, and to employees of armoured transport services. Purpose: The Mint uses the personal information it collects when individuals redeem their ETRs to determine the silver
bullion outturn requirements to satisfy the physical redemption request and to prepare the shipment package for
pick-up by armoured car service. The Mint also uses personal information related to employees of the armoured transport
service in order to provide the bullion to the transportation service for transportation to the ETR Holder. The Mint uses
personal information related to individuals who have signed up for the Email Alert service to provide those email alerts
to them. Consistent Uses: There are no consistent uses of the personal information in this PIB. Retention and Disposal Standards: Records are retained for six years after all administrative actions are completed.Related Record Number: RCM 2480 RDA Number: 2000/027TBS Registration: XXXXXBank Number: RCM PPU XXX

Research and Development

The Research and Development (R&D) business function allows the Mint to advance its offerings to its customers through innovation and design.

Metals and Alloys

Metals and Alloys ResearchDescription: Information on the use of metals, precious metals, and alloys in the production of Mint products; updates on new alloys and their possible applications to Mint products.Document Types: Research reports.Record Number: RCM 2600

RCMH-MRCF Inc.
The Mint’s wholly-owned subsidiary, RCMH-MRCF Inc., was formed to help the Mint improve efficiency, manage the cost of products and increase profitability. This holding company was part of a strategy on business development aimed at fostering the development of new business opportunities and diversifying the revenue base. As a holding company, RCMH-MRCF Inc. does not employ staff but has nominated a President, Corporate Secretary, and Treasurer as the Corporation's Officers, all of whom are employees of the Mint. There is no activity being undertaken by RCMH-MRCF Inc. at this point in time.

INTERNAL SERVICES

Internal Services are groups of related activities and resources that are administered to support the needs of programs and other corporate obligations of an organization. These groups are: Management and Oversight Services; Communications Services; Legal Services; Human Resources Management Services; Financial Management Services; Information Management Services; Information Technology Services; Real Property Services; Materiel Services; Acquisition Services; and Travel and Other Administrative Services. Internal Services include only those activities and resources that apply across an organization and not to those provided specifically to a program.

ACQUISITIONS

Acquisition Services involve activities undertaken to acquire a good or service to fulfill a properly completed request (including a complete and accurate definition of requirements and certification that funds are available) until entering into or amending a contract.

• Procurement and Contracting
◦ Professional Services Contracts

COMMUNICATIONS SERVICES

Communications Services involve activities undertaken to ensure that Government of Canada communications are effectively managed, well-coordinated and responsive to the diverse information needs of the public. The communications management function ensures that the public - internal or external - receives government information, and that the views and concerns of the public are taken into account in the planning, management and evaluation of policies, programs, services and initiatives.

• Communications
◦ Internal Communications
◦ Public Communications

FINANCIAL MANAGEMENT

Financial Management Services involve activities undertaken to ensure the prudent use of public resources, including planning, budgeting, accounting, reporting, control and oversight, analysis, decision support and advice, and financial systems.

Human Resources Management Services involve activities undertaken for determining strategic direction, allocating resources among services and processes, as well as activities relating to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies, and/or plans.

• Awards (Pride and Recognition)
◦ Recognition Policy

• Classification of Positions
◦ Staffing

• Compensation and Benefits

• V.I.P. Integrated HRMISDescription: Information in this bank includes employee’s complete name, date of birth, age, Social Insurance Number (SIN),
spouse identification, home telephone number, mobile telephone number, home address, home email address, individual
official document such as passport or visa, employee emergency contact , employment status including date of absence,
date of expected return to work, work related accident information and associated date and comments, tax credit information,
probation features, rules and agreement, benefits group and insurance status, employee’s or pensioner’s voluntary contribution,
individual pensions and allowances including earning’s, deductions, premiums, rates and amounts, benefit generation details
such as benefit, coverage, participation, insurance status, coverage, amount, rate and options, and leave entitlement such as
vacation, sick and
special leave days.Class of individuals: Employees of the Mint, and emergency contacts for employees of the Mint, board members and
pensioners.Purpose: The purpose of this bank is to manage the human resources activities of the Mint such as hiring and termination, and
pay and benefits administration.Consistent uses: This information is the one true source of data regarding employees at the Mint and it is used to calculate
gross pay data incurred by productive cost centres; to generate and process pay input data for payroll; to maintain
employee information.Retention and Disposal Standards: Records related to work-related accidents are retained for a period of 13 years; all
other records are retained for a period of 2 years after the last administrative action.RDA Number: 2000/027Related Record Number: RCM 825TBS Registration: TBCBank Number: TBC

Information Management Services involve activities undertaken to achieve efficient and effective information management to support program and service delivery; foster informed decision making; facilitate accountability, transparency, and collaboration; and preserve and ensure access to information and records for the benefit of present and future generations.

Information Technology Services involve activities undertaken to achieve efficient and effective use of information technology to support government priorities and program delivery, to increase productivity, and to enhance services to the public.

• Information Technology
◦ Electronic Network Monitoring

LEGAL SERVICES

Legal Services involve activities undertaken to enable government departments and agencies to pursue policy, program and service delivery priorities and objectives within a legally sound framework.

• Legal Services

MANAGEMENT AND OVERSIGHT SERVICES

Management and Oversight Services involve activities undertaken for determining strategic direction, and allocating resources among services and processes, as well as those activities related to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies, and/or plans.

• Cooperation and Liaison
◦ Outreach Activities

• Executive Services
◦ Executive Correspondence

• Internal Audit and Evaluation
◦ Internal Audit

• Planning and Reporting

MATERIEL

Materiel Services involve activities undertaken to ensure that materiel can be managed by departments in a sustainable and financially responsible manner that supports the cost-effective and efficient delivery of government programs.

• Materiel Management
◦ Vehicle, Ship, Boat and Aircraft Accidents

REAL PROPERTY

Real Property Services involve activities undertaken to ensure real property is managed in a sustainable and financially responsible manner, throughout its life cycle, to support the cost-effective and efficient delivery of government programs.

• Real Property Management
◦ Real Property Management

TRAVEL AND OTHER ADMINISTRATIVE SERVICES

Travel and Other Administrative Services include Government of Canada (GC) travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories.

• Access to Information and Privacy
◦ Access to Information and Privacy Requests

• Administrative Services
◦ Parking

• Boards, Committees and Councils
◦ Governor in Council Appointments
◦ Members of Boards, Committees and Councils

The general subject files of the Mint contain a certain amount of personal information relating to general correspondence, complaints and enquiries. The personal information contained in this class may include the name; home, business, mailing or email address; telephone number; account numbers; corporate financial information; and personal opinions or views of the individual, but is not arranged by personal identifiers. This form of personal information is normally retrievable only if specifics are provided concerning the subject and the date of the correspondence. The purpose of this bank is to maintain information relating to general correspondence, complaints and inquiries concerning the various functions of the Mint. The retention period for this class of personal information is controlled by the records schedules of the general subject files in which they are stored.

You can be assured that the Mint fully guarantees the superior quality and craftsmanship of its products. If you are not completely satisfied with your purchase, you can simply return it to us in its original packaging within 30 days and we will gladly offer you a replacement (subject to product availability) or send you a full refund. In the case of a defective product, we will accept the return up to one year from the date of purchase.